Order Entry Associate Jobs in Kalamazoo, MI (NOW HIRING)

Department: Finance & Operations

Reports To: Finance and Operations Manager

Employment Type: Full-Time, Hourly/Salary Non-Exempt (adjust as applicable)

Location: On-site

Level: This role will be filled at one of two levels  Business Operations Associate or Business Operations Coordinator based on the candidate's education and experience. Core duties are the same at both levels; the Business Analyst level carries additional analytical and process-improvement responsibility.

This role provides day-to-day administrative and transactional support across accounting, order management, shipping, and purchasing functions. It's a hands-on, detail-oriented position suited to a self-starter who is comfortable switching between tasks, learning multiple systems, and interacting directly with customers, vendors, and internal teams with minimal oversight. Candidates will be trained thoroughly on our systems and processes, but from there are expected to own their workload independently this expectation is the same regardless of level.

Accounts Receivable / Accounts Payable

• Process incoming vendor invoices, match to purchase orders and receiving documents, and route for approval
• Prepare and issue customer invoices; track payment status and follow up on past-due accounts
• Enter and reconcile basic AP/AR transactions in the ERP system
• Assist with month-end reconciliation of AR/AP subledgers

Order Entry

• Enter customer orders into the ERP system accurately and in a timely manner
• Verify order details (pricing, quantities, ship dates) against customer POs
• Communicate order status updates to customers and internal stakeholders

Shipping Support

• Assist with generating shipping documentation (packing slips, bills of lading, certificates of conformance as needed)
• Coordinate with the shipping team to confirm order readiness and shipment timing
• Track outbound shipments and resolve basic discrepancies (short ships, damaged goods, etc.)

Purchasing Support

• Enter purchase orders based on requisitions from production and other departments
• Follow up with vendors on order confirmations, lead times, and delivery status
• Maintain purchasing records and assist with vendor documentation

Customer Service

• Serve as a point of contact for routine customer inquiries (order status, invoice questions, basic product/availability questions)
• Route more complex issues to the appropriate team member
• Maintain a professional, responsive tone in all customer communications

General/Clerical

• Maintain organized, accurate records (physical and digital filing)
• Support data entry and document preparation across departments as needed
• Assist with special projects as assigned

The Business Coordinator level carries a broader scope of independent judgment from the outset, which may include:

• Identifying and documenting process improvements across AR/AP, order entry, shipping, and purchasing workflows
• Supporting month-end close activities beyond basic reconciliation (e.g., variance review, subledger tie-outs)
• Troubleshooting transactional errors in Plex and recommending corrections
• Taking a more active role in vendor and customer issue resolution before escalation
• Assisting with basic reporting or data pulls to support finance/operations decision-making

Operations Associates are expected to grow into this scope of work as they build tenure and demonstrate readiness, regardless of the level at which they started.

• General computer proficiency (Excel, Office); Plex ERP exposure a plus
• Strong attention to detail and comfort with repetitive, transactional work
• Self-motivated with the ability to work independently after training, without close oversight
• Comfort managing multiple priorities and shifting between tasks throughout the day
• Clear, professional written and verbal communication skills
• Working knowledge of basic accounting concepts (debits/credits, invoicing, reconciliation) a plus

Factors considered in determining level (Associate vs. Coordinator):

• Education (e.g., Bachelor's degree in Accounting, Finance, or a related field)
• Relevant work experience, including total time in the workforce and the nature of that experience
• Plex or other ERP system experience
• Overall demonstrated readiness to take on independent judgment and process-improvement work from day one

No single factor above is disqualifying or automatically determinative candidates with strong experience in adjacent areas will be considered for the Business Analyst level even without a finance-specific background.

• Accuracy and consistency in data entry and transactional processing
• Responsiveness to internal and external requests
• Willingness to learn multiple functional areas and systems
• Ownership of recurring tasks and follow-through without needing to be reminded or checked in on
• Comfort making decisions and solving routine problems independently, escalating only when genuinely needed
• Initiative in spotting and flagging process gaps before they become problems

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Final level and title will be determined based on the selected candidate's qualifications.